APHIS eFile

Guidance for Submitting a PPQ 621 Permit Application

Application for Protected Plants Permit to Import, Export, or ReExport Protected Terrestrial Plants

Version 1.0

November 2021
2

WELCOME!

USDA APHIS Plant Protection and Quarantine (PPQ) has a new option to submit PPQ 621 permit 

applications. This user guide will take you through the process of submitting a permit application and 

how to cancel an issued permit if needed.

If you have not logged into APHIS eFile yet, please refer to the APHIS eFile First Time User Guide. 

If you’ve already gone through the first-time user process and are an organization admin, refer to the 

APHIS eFile Organization Accounts User Guide.

For more APHIS eFile PPQ Form 621 support materials:

Check out our "How to" playlist on the APHIS YouTube Channel

Review this and other User Guides online on the APHIS eFile Training Page
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I AM THE APPLICANT

Before you apply for your PPQ 621 permit application, there are several things to note when applying in eFile.

eFile PPQ 621 Application:

• Each application has a unique application number, labeled with A - ########

Post Application Submission:

• You will receive email notifications once a permit or letter has been issued. You will also be able to access your permit or letter directly in eFile.

• You will still be able to access your permits in the Automated Commercial Environment (ACE) system.

• In eFile there are two different permit numbers:

1. System Generated Permit Record Number Example: P-00001234

• This number is the Record ID number that is autogenerated when a permit has been created. This is not a smart number, and does

not represent the year, permit type, or any additional information.

2. APHIS Permit Number Example: 550-20-201-00015

• This number will be on your permit and the number that CBP will reference when importing your articles into the U.S.

• The format of this number is: Permit Prefix-Calendar Year-Ordinal Day-Sequential Number

• The Program Prefix indicates the type of permit.
4

TABLE OF CONTENTS

Complete and Submit Your Application

Page 5

View Outcomes

Page 19

Cancel Permit

Page 24
5

I AM THE APPLICANT

Step 1: Navigate to APHIS eFile/Sign into eFile

Page 6

Step 2: Create a New Application

Page 7

Step 3: Determine if Permit is Needed

Page 8

Step 4: Select Applicant/Person of Authority

Page 10

Step 5: Select Organization Type

Page 12

Step 6: Select Planned Usage and Activity Location

Page 13

Step 7: Select Record Location

Page 14

Step 8: Upload Files

Page 15

Step 9: Certify and Proceed to Payment

Page 16

Step 10: Select Payment Method

Page 17
6

Step 1: Navigate to APHIS eFile and Sign into eFile

B

A Navigate to https://efile.aphis.usda.gov/s/ in Google Chrome, Firefox, Edge, or Safari (eFile is not supported by Internet 

Explorer).

Select Login and sign in using your eAuthentication username and password. If you are not eAuthenticated, select Create 

an Account and follow the steps to become eAuthenticated. You must be eAuthenticated to apply in APHIS eFile. 
7

Step 2: Create a New Application 

Under the Ready to Apply section, select the PPQ-621 Application. Please note, the application will not appear as an 

option if you are not signed in. 

Select Get Started to begin your application. 

A

B

A

B
8

Step 3: Determine if Permit is Needed

Determine if this is the correct application for you and if so, select Proceed to the PPQ 621 Screening Questions.

Answer the three screening questions to determine if a permit is needed.

A

A

B

B
9

Step 3: Determine if Permit is Needed

You may see one of two screens:

If you do need a PPQ 621 application and have more than one eFile account, you will see the Sharing Organization 

Screen. Select your sharing organization in the dropdown and then select Proceed. 

If you do not need to fill out a PPQ 621 Application, you will be notified. Select Save and Exit.

1

2

2

1
10

Step 4: Select Applicant/Person of Authority Responsible Party

Once you have created your new application, you will land on the Responsible Party section of the application. In this section you will 

identify the responsible parties involved in your import. 

Types of responsible parties include:

Applicant – The individual is who is applying for a PPQ permit.

Permittee – The individual who is the permit holder or responsible party and whose name will be on the permit. 

Person of Authority – The person of authority is authorized to give records and plant inventories to inspectors for 

examination.
11

Step 4: Select Applicant/Person of Authority

My Details

Confirm that your information on your Contact Card is up to date. If you are a first-time user, you may need to 

provide additional contact information such as your business and/or mailing address and phone number.

 To update your contact information, select Edit, then update the information in the appropriate fields.

Answer the required question, “Will you be the Permittee?” to indicate whether you will be the permit holder.

 If you select No, you will need to provide the Permittee’s contact information in an additional section of the page.

Answer the required question, “Will you be the person of authority?”

A

B

A

C

C

Responsible Party

 If you select No, you will need to provide the select the person of authority in your contacts or create new contact

in an additional section of the page.

A B
12

Step 5: Select Organization Type

Select your Organization type from the drop down.

If you select individual, you may then select Save and Next.

If you select Corporation, Firm, or Partnership you may select up to ten primary stakeholders who work as a manager, 

executive, or own 10% or more voting stock in your organization. Once these contacts are selected or created, you will then 

select Save and Next.

A

B

C

B

C

A

Responsible Party

Organization Details

B

B
13

Step 6: Select Planned Usage and Activity Location 

A

A

B

B

C

C

B

Select your Planned Usage from the drop-down menu.

Select Activity Location. You can select locations that you have saved from previous applications or create a New 

Location. 

Select Save and Next.

Activity

Activity Details and Activity Location Details
14

Step 7: Select Record Location 

Select Record Location. You can select locations 

that you have saved from previous applications or 

create a New Location. 

Select Save and Next to move onto the next part of 

the application.

A

A

B

B

Records

Record Location Details
15

Step 8: Upload Files 

You may add supporting documentation by selecting Add New File and/or add additional information in the free text field. 

Select Save and Next to move onto the next part of the application.

A

B

A

B

A

Documents

Document Details and Additional Information
16

Step 9: Certify and Proceed to Payment 

Read through each section to make sure the information entered is correct and then Confirm Information Accuracy & 

Accept Regulations by checking the two boxes.

Proceed to Payment.

A

A

B

B

Certify & Submit

Confirm Information and Accept Regulations
17

Step 10: Select Payment Method

Select a method of payment:

Online via Pay.gov

Mail-in Payment 

Select Confirm Payment Type. 

A

A

1

2

1

B

B

Payment

2
18

Submission Confirmation

Congratulations! You have submitted your application. You will receive an email from APHIS eFile once your application has been 

processed. At that point you can view your application outcomes. You will also receive an email whenever a Permit or Letter is issued 

and when there are additional actions you need to take. 

Note: Check your junk mailbox if you don’t see an email from aphis.efile@usda.gov in your inbox.

Add the APHIS eFile emails 

aphis.efile@usda.gov and 

support@salesforce.com to 

your address book to prevent 

any automatic emails are not 

sent to junk.

Select Download 

Application PDF 

to save a PDF copy 

of your application.
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VIEW OUTCOMES

Pending APHIS Review or Pending Proceeding Fee 

Page 21

Permits

Page 22

Letter of Denial 

Page 23
20

View Outcomes

Your application has been processed and each application line item, or article-country combination, has been sorted to its 

appropriate outcome category. 

The different outcome categories include:

• Pending Processing Fee

• Pending APHIS Review

• Permits

• Letter of Denial

The next pages review what each Outcome section means and any actions you can or should take.
21

View Outcomes – Pending APHIS Review and Pending Processing Fee

Pending APHIS Review

Applications with the status Pending Processing Fee do not require any action. The status is pending because you submitted a 

check or money order. If there is a payment issue, the permitting staff will reach out to you personally through the contact 

information you provided. 

Applications that require additional APHIS review will have a status of Pending APHIS Review. You do not need to take any 

actions on these applications. 
22

View Outcomes – Permits 

Permits

• Search for your application using you’re A-##### on My Activity section and pull up your application details page. From there,

under the Application Details section select the P-##### hyperlink to bring you to the permit details page.

• Once you are on the permit page, select View Permit PDF to view the permit and its conditions.

A

A

B

B
23

View Outcomes – Letter of Denial

Letter of Denial

If your application is denied you will receive an email notification.

You may also view if your application has been approved of denied on the Application Details page under the files section. 
24

CANCEL PERMIT

Step 1: Navigate to My Activity Page and Search for your Permit

Page 25

Step 2: Select Cancel Permit

Page 26

Step 3: Add Cancellation Explanation and Submit

Page 27
25

Step 1: Navigate to My Activity page and search for your Permit

Navigate to My Activity Page.

Search for your permit by using the search bar or the filters on the left. 

A

A

B B

B

You can search for 

your permit number 

using P- or 5XXnumbers
26

Step 2: Select Cancel Permit 

A Select the dropdown arrow next to the Permit card and select Cancel Permit.

A
27

Step 3: Add Cancellation Explanation and Submit

A Enter the reasoning behind your permit cancellation request in the Explanation field and select Submit.

A
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After Cancelling Your Permit

Your permit cancellation request will be reviewed by APHIS. Once it has been reviewed and approved by APHIS you will see a 

cancellation banner on the permit details page.
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APPENDIX

System Setup

• Compatible browser – For the best user experience, please use

Google Chrome. Other available browsers include Firefox, Safari, and

Edge. eFile is NOT supported by Internet Explorer.

• Emails – Add the APHIS eFile email at aphis.efile@usda.gov and

support@salesforce.com to your address book so that any automatic

emails are not sent to junk

• Zoom –100%

Contact

If you require assistance with your applications, please contact:

PPQ Permit Services

(301) 851 2046

PPQCITESESAPermits@usda.gov

If you require technical assistance, please contact:

Help Desk

help@usda.gov